Confidentiality Policy

1. Purpose

This policy outlines how The Welcome Room (the "Service") manages confidentiality in client relationships, ensuring privacy, trust, and compliance with the General Data Protection Regulation (GDPR) and the ethical standards of professional bodies (e.g., BACP, UKCP).

2. Our Commitment to Confidentiality

We are committed to providing a safe, supportive, and confidential environment for all clients. Information shared in sessions is treated with the utmost respect and privacy.

3. What is Confidential

All personal and sensitive information disclosed during counselling sessions is confidential. This includes:

  • Personal details (e.g., name, address, contact information)

  • Session content

  • Notes or records made by your counsellor

4. Limits to Confidentiality

Confidentiality may only be broken in the following circumstances:

  • Risk of serious harm: If you disclose intent to harm yourself or others, or if there is a risk of serious neglect or abuse (especially involving the safeguarding of a child or vulnerable adult).

  • Legal requirement: If required by a court order or under UK law (e.g., Terrorism Act 2000, Drug Trafficking Act 1994).

  • Supervision: Counsellors attend regular supervision (a professional requirement). While supervision may involve discussing client material, it is always done anonymously and confidentially.

Where possible, we will discuss the need to break confidentiality with you before doing so.

5. Record Keeping and Data Storage

Records are kept securely in accordance with GDPR.

  • Session notes are brief and anonymised.

  • Digital records are stored on encrypted systems; paper records are locked securely.

  • Data is retained for a maximum of 3 years after the last session, unless legally required to retain it longer.

6. Client Rights

Under GDPR, clients have the right to:

  • Access their data

  • Request corrections

  • Request deletion (unless there are overriding legal reasons not to)

  • Withdraw consent (although this may affect the ability to continue therapy)

Requests should be made in writing to the Service.

7. Third Parties and Confidentiality

No information will be shared with third parties (e.g., GPs, family members) without your explicit, written consent; except in the circumstances listed above (Section 4).

8. Questions or Concerns

If you have any questions, concerns, or requests relating to this Confidentiality Policy, please get in touch with us using the contact details provided on our website.

Reviewed: 30/07/2025
Next Review Due: 30/07/2026